Using Timesheets

We will be enhancing timesheets over the next few months. As a first step, we have improved the way you view timesheets and enter time.

Previously, it was necessary to select a new view for each week in a pay period.

Now, we have introduced a view that shows 14 days, and allows you to scroll horizontally through the entire pay period (if greater then 14 days). See below. The scroll arrows are highlighted.

Entering time

You can enter a timesheet for yourself, or (if you’re a manager) for anyone whose time you can approve.

Head to Employees->Payroll Setup->Time sheets

First, select the pay period from the dropdown list at top left.

Select an Earning Rate for the first row - click the pencil icon.

Enter daily hours in the cell for each day. You’ll see up to 14 days of the pay period displayed. If the pay period is more than 14 days, use the arrows at top right to go forwards or backwards 7 days.

To create a new row, select “Add Rate” at top right. Select an Earning Rate and enter daily hours as above.

To save the time you have entered select “Save Draft” at bottom right.

Editing or updating time

While the timesheet is in draft mode you can change hours (just overwrite them), add rows (as above), and delete rows by clicking on the trashcan icon within the row.

Submitting a timesheet

Click “Submit” at bottom right to submit the timesheet for approval. Once you have done this, anyone who can Approve the time will see an “Approve” button at bottom right. Once a timesheet is submitted, no changes can be made. If changes are required, the timesheet can be released by an approver, to return it to draft mode.

Approving a timesheet

If you can see the “Approve” button, you are authorised to approve the timesheet.

Press the button. You’ll be asked to enter your username and password. The timesheet moves to the Approved state and is available for payroll.

Releasing a timesheet

If you are authorised to approve the timesheet, and the timesheet has already been approved, you will see the “Release” button at bottom right. Press the button. You’ll be asked to enter your username and password. The timesheet returns to draft state. It can be edited or deleted.

Importing timesheets

Head to FlareConnect->Payroll Import

From the ‘Select data to import’ menu, select ‘Timesheet’. This will allow you to import a csv or Excel spreadsheet.

Note: If you wish to import a tab-delimited file (for example, if a third party system you use for collecting time outputs such a file), select ‘Timesheet (tab-delimited)’.

Whichever option you have chosen, you can download an the appropriate import template by clicking (you guessed it) ‘Get Import Template’

Fill in the template. The following fields are mandatory: Employee ID, Start and End date, Paycode and Hours. You can leave the other fields blank, but the headers must be present or the import will fail.

Click ‘Upload pay data into Flare’, select the file from your computer and upload it

There a couple of things you need to know about imported timesheets:

All time entered via import is considered approved

Any timesheet imported with Pay Rates and/or Costed Amounts can not be manually edited via the Flare user interface